CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 10 Section Name: {{section.name}} Account Number: 82-4681 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: August 19, 2024
SUBJECT:
Police Department Roof Improvements – Construction Contract RECOMMENDATION:
Adopt a Resolution approving an alternative purchasing procedure to award a construction contract to Angeles Contractor, Inc. in the amount of $1,607,434.64 for the Police Department Roof Improvements project; establish a contingency reserve in the amount of $160,000.00; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The Police Department facility on Franklin Parkway has served the community for sixteen years. The building’s roof is low- sloped with a Styrene-Butadiene-Styrene membrane system. Roof leaks have been an on-going problem at the facility since 2014. Currently, there is water penetration at various locations putting valuable assets at risk including servers and telecommunication equipment. In 2021, the City engaged McGinnis Chen Associates, Inc. (MCA) to perform a roof assessment that observed large amounts of water pooling at various locations and provided a recommendation for the design to prevent future leaks and a cost estimate for the purpose of developing a budget for this project in Fiscal Year 2023-24. In 2023, an in-depth investigation revealed the roof’s existing membrane system contained water from past storms infiltrating from the building’s roof and exterior soffits.
The design and construction drawings for the project were developed by MCA. The scope of work includes modifying the existing roof and soffits to direct water to the existing site drainage system. The City’s Building Division approved the construction drawings for a building permit, which was used as the basis for development of a fixed-price proposal utilizing a process called “job order contracting” (JOC). The JOC process includes a contract for a fixed term or maximum dollar value in which a contractor is selected based on a competitive bid to perform various and separate job orders in the future, during the life of the contract. The JOC contract serves as an "on call" contracting program that is procured through one umbrella or framework contract. The contract is competitively procured at the onset of the program using a unit price book (UPB), unit price list construction catalog, or custom list of construction prices as a basis for pricing in the procurement process. Each individual job order is then priced from that UPB and allows for rapid deployment of projects with a transparent pricing mechanism.
The JOC process is a competitive procurement method for construction services approved by the City Council by resolution on March 18, 2019, pursuant to San Mateo Municipal Code section 3.60.070(h)(3), which permits the use of procedures approved by the Council that are not set forth in the purchasing ordinance. Specifically, this process involves the development of a detailed project list, establishment of a firm price using a unit price book, and the selection of a pre- qualified construction contractor upon the City’s authorization to proceed.
CITY OF SAN MATEO
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In this case, a multi-step process was used to select Angeles Contractor, Inc. to perform the work, subject to Council approval. First, Sourcewell (formerly known as the National Joint Powers Alliance or NJPA) conducted a competitive proposal process to select The Gordian Group, Inc. (Gordian) to implement JOC on behalf of Sourcewell member agencies.
Second, Gordian competitively bids and administers the JOC process with the use of Gordian’s unit price book that will provide the best price to the City. This allows the City to complete required public improvements efficiently by eliminating the need to develop project specifications and eliminating solicitation of bids through a project-specific competitive bidding process. Here, Gordian used the JOC process to select Angeles Contractor, Inc., the low bidder and pre-qualified contractor selected to construct the improvement project.
With contract approval, construction is anticipated to begin in September 2024. Based on the above, staff recommends award of the contract to Angeles Contractor, Inc. because of their experience and availability to perform these construction services.
BUDGET IMPACT:
There is sufficient funding available in the Police Department Roof Improvements Project (46F027) and the Police Station:
Parking Deck Resurfacing Project (46F048) to award this agreement and establish the contingency reserve.
ENVIRONMENTAL DETERMINATION:
This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Contract
STAFF CONTACT
Steve Wu, Project Manager II
[email protected]
(650) 522-7345
Deryk Daquigan, Deputy Public Works Director
[email protected]
(650) 522-7287